Job Opening: Administrative Assistant, Indianapolis, IN

Job Summary

The Administrative Assistant performs an unlimited range of secretarial and clerical duties requiring a knowledge of office routine and an understanding of and sensitivity to procedures related the department and corporation giving in general. Under general supervision of the Area Development Director and the Development Director, the Administrative Assistant position requires initiative, good judgment and the ability to provide substantial support to the department.

Essential Duties and Responsibilities

  • Functions as the office manager in charge of ordering supplies, maintaining inventory, requesting equipment maintenance and repair, and other day-to-day operations.
  • Prepares and maintains schedule of solicitations.
  • Processes and records contributions by donor and by the size of the contribution.
  • Updates and manages an accurate, neat, orderly, electronic filing system from which files can be easily retrieved by all staff; updates and records on an ongoing basis.
  • Checks records, forms and reports for completeness, accuracy of content, proper endorsement and conformance to policies/procedures; corrects minor discrepancies and errors independently and
    brings to the attention of appropriate management.
  • Prepares and handles routine correspondence, including confidential matters, and treats appropriately.
  • Answers the phone by the third ring and screens and directs incoming calls to appropriate personnel, preparing clear and accurate messages if not available.
  • Greets and receives visitors and guides to appropriate area or person.
  • Coordinates appointments and assists in managing schedules and conference calls.
  • Arranges meetings, prepares agendas and/or other materials, including the mailing of notices and materials; reserves and prepares facilities, and records and transcribes minutes of meetings as needed.
  • Receives, opens, dates, processes and distributes incoming correspondence to department staff; coordinates outgoing mailing, receives, and processes responses as needed.
  • Creates mail merges for mass mailings, types, edits, proofreads and formats documents, spreadsheets, presentations, forms, reports, policies and procedures, and administrative material with a high degree of speed and accuracy.
  • Assists in maintaining donor records and tracking outreach.
  • Assists with proposal submissions, donor campaign mailings and materials, and contact lists.
  • Proofreads reports, presentation materials, and business letters including labels and envelopes for grammar,
    punctuation, and spelling errors.
  • Prepares e-mails, faxes, e-blasts, routine correspondence and periodic reports on the basis of general instructions.
  • Obtains necessary signatures/approvals for outgoing communications, and assures the transmittal of accurate data and information both internally and externally.
  • Designs and creates new documents in accordance with requests and policies for appropriate review.
  • Suggests new procedures to improve operating efficiency.
  • Maintains and updates contact files.
  • Arranges and confirms staff travel including accommodations, travel and car rentals.
  • Supports and serves as a liaison to other offices/functions as necessary; is cross-trained in other functions.
  • Coordinates the acknowledgement process.
  • Prepares invoices and expense reports for approval and payment.
  • Participates in routine department and staff meetings.
  • Perform special projects and assignments and support staff as directed by management.
  • Maintains an appropriate, professional appearance, and keeps a neat and clean working station at all times; displays tact and a positive, courteous demeanor at all times, which is critical to successfully interacting with high profile corporations, and representing the organization.
  • Tailors communication style to the listener; conducts self in a mature, respectful and pleasant manner, and acts in accordance with all organizational policies, and federal and state regulations.
  • Performs other duties as requested.
  • Other duties may be assigned.

Qualifications and Skills

  • High school diploma required; college experience strongly desired.
  • a minimum of 3-5 years of proven work experience performing a wide variety of administrative duties.
  • Language Skills – Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
  • Mathematical Skills – Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent.
  • Reasoning Skills – Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
  • Knowledge of MS Office Suite, Office 365 preferred with intermediate to advanced knowledge in Word and Excel.
  • Proficient in mail merges and correcting source or cell errors.
  • Proficient in the manipulation of Excel formulas.
  • Excellent phone etiquette
  • Strong organizational, interpersonal and listening skills;
  • The ability to work under pressure, in a fast paced,
  • Deadline-oriented environment, with a high level of professionalism and confidentiality.
  • Experience with complex scheduling and calendar management.
  • Ability to prioritize and manage multiple projects simultaneously and complete them in a timely manner.
  • Initiative and the ability to work well independently, and demonstrate exceptional customer service skills.
  • A self-starter, cooperative, and work well in a group.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and reach with hands and arms.
  • The employee frequently is required to talk or hear.
  • The employee is occasionally required to stand and walk.
  • The employee must occasionally lift and/or move up to 10 pounds.
  • Specific vision abilities required by this job include close vision, and distance vision.

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